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PRIVACY NOTICE

Introduction

Kids & Codes takes the protection of your privacy seriously. We exclusively collect, store, and retain the personal data of our website/platform users to provide the best possible service and treat this data with the utmost care.  This Privacy Notice is subject to the Data Protection Act 2018 (‘the Act 2018’) and the UK GDPR as defined in section 3(10) and s 205(4) of the Act 2018.

 

Kids & Codes is responsible (as the “data controller”) for processing your personal data as explained in this Privacy Notice.

 

This Privacy Notice outlines the policies by which Kids & Codes collects, manages, and uses the personal data provided to us by the website/platform users, and how users may exercise their data protection rights.

Topics

1. When do we collect and process your personal data?
2. What personal data do we collect and why?
3. The legal basis of data processing
4. How long do we store your personal data?
5. Who do we share your personal data with?
6. Data Transfers
7. What are your data protection rights?
8. Data Security
9. Privacy Policies of Other Websites
10. Changes within this Privacy Notice
11. Contacting Kids & Code
12. Making an Official Complaint

1. When do we collect and process your personal data?

We collect the information you provide us on an inquiry or upon your registration to a course:

Contact Form Information on the website:
As with all websites on the Internet, our website will track users’ IP addresses unless you use a Virtual Private Network (“VPN”). However, Kids & Codes doesn’t collect or store this information.

When you submit an inquiry about the service through our website or on a landing page that you were directed to from an online advertisement, you will be asked to provide us with your contact information, this includes your name, email address, phone number, and your query. This is in order for us to provide you with the right service.

Providing information through the registration form:

Once we have received your query, and interest in one of our courses has been established we ask you to fill in a registration form.

 

This is done for registration purposes, and to facilitate the provision of tailored activities to your age group and country time zone.

 

Platform Profile and Course Forum: We operate a Learning Management System platform that organizes the student’s user account and course information. The account on the platform is not created through our website, it is created by you when you register your interest and receive our invitation by email (please note that you create the password, access your account, and control it, we don’t have any access to your personal account). This part of the registration process should be done by the parent/responsible adult of the prospective student to help recover the account if there were any issues with registration or password retrieval. If the student is under the age of 13, the parent/responsible adult must give or authorize consent on their behalf. 

 

Students over the age of 13 on the platform may also participate in forum discussions with their classmates and supervisor. All discussions are monitored by the platform administrator and are related to course materials. If any inappropriate comments or personal information are exchanged, the parent/ responsible adult has the ability and the right to remove this material or contact us on info@kidsandcodes.co.uk to remove it. If a child under 13 wishes to participate in the forum discussion, the parent/responsible adult must give or authorize consent on their behalf. Again, if inappropriate comments or personal information is shared without the parent/responsible adults’ consent, then they can remove this or contact us to remove it. 

 

Feedback: With your consent, we may contact you (by sending a link via email) to tell you about the possibility of providing a review for promotional purposes. If you agree, we will collect the review from you after you sign a written parental consent with the date (which you can cancel at any time by sending an email requesting to delete all shared feedback). This review is saved in our database, password protected and securely stored.

 

2. What personal data do we collect and why?

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

 

We may collect, use, store, and transfer different kinds of personal data about you which we have grouped together as follows:

 

Identity Data includes students’ first name, student last name, parent’s full name, date of birth, and gender.

Contact Data includes email addresses and telephone numbers.

Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.

Technical Data includes internet protocol (IP) address. 

Profile Data includes purchases or orders made by you, feedback, and survey responses.  

 

At each stage, we will collect the following personal data:

a)  Public website. 

  1. Contacting Kids & Codes. 

 

When you access our website Kids & Codes will track your IP address unless you use a VPN. Following this you will be asked to submit an inquiry form.
https://kidsandcodes.co.uk/contact-us/

 

In the inquiry form, we will ask you to provide the following Identity Data and Contact Data:

  • First Name
  • Last Name
  • Email
  • Phone Number
  • Your inquiry

 

 

This is done with your consent and for the purpose that it is necessary to take steps to comply with a request made by you with a view to entering into a contract with us. 

 

  1. Registering to our courses. 

 

Once we have received your query, and interest in one of our courses has been established we ask you to fill in a registration form:
In this form, we would ask you to provide Identity Data and Contact Data such as:

  • English Name
  • Arabic Name (if applicable)
  • Parent Name
  • Country 
  • Birthday 
  • Email
  • Phone Number
  • Channel (How did you get to know about us)

 

This is done for registration purposes, and to facilitate the provision of tailored activities to your age group and country time zone.

 

This link is created using the Airtable tool (as a third-party tool, see
https://airtable.com/shr2kmz3eMQ1Oma9G), and any information provided through it will be password-protected and securely stored.

 

The registration form sent to you by us after contacting the website (to ensure you have the appropriate service you are asking for) contains the following Identity and Contact data:

  • Name
  • Age
  •  Country
  •  Email address
  •  Phone number 
  •  Channel
 
b) Course platform. 
  1. Creating a platform profile.

     

Once you have submitted your registration form, a Platform Profile for the student will be set up. On this Profile, we will collect the following Identity Data:

 

  • Name
  • Username

 

This is done to facilitate the provision of learning services and to participate in courses via the Platform so that we can perform our contract with you. 

 

  1. Participating in the Course Forum.

     

Provided we have the relevant consent. As above, students will have the opportunity to participate in forum discussions with their classmates and supervisor. On the Course Forum, the following Identity Data will be collected and displayed:

 

  • Username

 

This is necessary for the performance of our contract with you and for our legitimate interests in running our business in the provision of course discussions, administration, IT services, and network security.

     

  • Registration for events

We use the same registration form to be sent to you in case you want to participate in our free workshops and activities.

 

In this form, we would ask you to provide Identity Data and Contact Data such as:

  • English Name
  • Arabic Name (if applicable)
  • Parent Name
  • Country 
  • Birthday 
  • Email
  • Phone Number
  • Channel (How did you get to know about us)


This is done for registration purposes, and to facilitate the provision of tailored activities to your age group and country time zone.

This link is created using the Airtable tool (as a third-party tool, see
https://airtable.com/shr2kmz3eMQ1Oma9G), and any information provided through it will be password-protected and securely stored.

c) Participating in Lessons

 

Once the student is signed up, they will be able to participate in Lessons. Lessons are held via Zoom (an online conferencing platform) with a tutor and a number of students and the following Identity Data and Contact Data will be collected and displayed:
– Name
– Age
– Email Address

This is necessary for the performance of our contract with you and for our legitimate interests in running our business in the provision of administration and IT services.

3. The legal basis of data processing

The legal basis for using our contact form on the website is the performance of a contract as we need to get in touch with you in response to your inquiry to determine what services you require with us and for taking 

steps to comply with the request made by you with a view to entering into a contract.

 

 

The legal basis for processing the registration information and course information for course teaching, management, and administration is the performance of our contract with you to provide the e-learning course and the steps necessary before entering the contract.

 

The legal basis for processing LMS Profile and Course Forum is to perform our contract with you to facilitate student interaction and discussions on course topics, to foster an active and vibrant e-learning environment for students.

 

The legal basis for processing your registration information and contact information is to perform our contract with you to provide you with customer support, send you administrative reminders and notifications by email and SMS, and handle your inquiries effectively in promoting your engagement with and active participation in the e-learning course.

 

The legal basis for user feedback is that it is necessary for our legitimate interests to study how customers use our products/services, to develop them, and grow our business.

 

The legal basis for using and sharing your information with authorities for the purpose of handling violations of law or to assert or defend against legal claims, such as in case our terms of service are violated, or in case of misuse of our service, is our legitimate interests in protecting our business against violations, as well as protecting the vital interests of others.     

 

The legal basis for sharing information we have about you if we are required to do so by a judicial, governmental, or regulatory authority, is the legitimate interests of the authority that seeks the information, and our obligations in complying with mandatory legal requirements imposed on us.

 

 

The legal basis for sharing your information in the event of a change in our corporate structure is our legitimate interests in our business continuity.

 

If you consent to us processing your personal information, please note that you may withdraw this consent at any time. If you decide to withdraw your consent, please contact us as indicated in Section 11 below.

 

Please note that your consent can only be withdrawn with future effect and such a withdrawal does not have any influence on the lawfulness of past processing. In some cases, we may be entitled, despite your withdrawal, to continue to process your personal information on a different legal basis, such as for the requirement to comply with our legal obligations. 

 

4. How long do we store your personal data?

We retain personal data for as long as necessary to provide our courses and services and to comply with legal obligations. We will not store your personal data for longer than we need to. We aim to review personal data and where relevant delete it (if the student is not attending any courses or activities with Kids & Codes) automatically after a period of 6 years from its initial collection (submission date).

 

 

Your child’s account on the platform will be under your full control as a parent and automatically deleted when his/her courses are finished and wish not to continue (not an active user anymore).

 

By law, we have to keep basic information about our customers (including Contact, Identity, Financial, and Transaction Data) for six years after they cease being customers for tax purposes.

 

If you wish to withdraw your consent to shared feedback, you can send an email asking for that and your information will be deleted manually.

 

In addition, you may contact us to delete the personal data that you have provided during registration.

 

5. Who do we share your personal data with?

We do not share personal data with third-party service providers; however, personal data is shared with the staff of the organization where applicable to allow them to carry out their functions (this data is securely stored, and password protected). We may disclose personal data to law enforcement or government authorities if required by law.

 

Course Forum discussions are shared with and viewable by all users enrolled in the class as well as the course tutors (only the username you have chosen when you set up your account is displayed publicly).

 

Your Feedback is posted on social media, and on our website, and thus is shared with and viewable by anyone on the Internet (Your name and photo that have been submitted by you might be displayed with the feedback if you give your consent). 

 

We will share information we have about you if we are required to do so by a judicial, governmental, or regulatory authority.

 

6. Data Transfers

Information we collect from you will be processed first and foremost in the United Kingdom. On 28 June 2021, the EU approved adequacy decisions for the EU GDPR and the Law Enforcement Directive (LED). This means data can continue to flow as it did before, in the majority of circumstances. Both decisions are expected to last until 27 June 2025. 

 

The General Data Protection Regulation has been kept in UK law as the UK GDPR. We transfer personal data to our staff outside the EEA (a country that is covered by GDPR), to allow them to carry out their function within the organization (as before, securely stored and password protected).

 

Some of our staff and third parties are based outside the UK so their processing of your personal data will involve a transfer of data outside the UK.

Whenever we transfer your personal data out of the UK, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented.  We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data and/or we ensure our international staff sign relevant data protection policies with us which implement the required and relevant protections for your data.  This is to ensure that the level of protection of an individual’s personal data afforded by the UK GDPR is not undermined.

Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the UK. 

     

No personal data is going to be disclosed to users visiting the website, registering to the platform, or the courses outside of the EEA. (only the username you have chosen when you set up your account is displayed publicly) 

 

7. What are your data protection rights?

Kids & Codes would like to ensure you are fully aware of all your data protection rights. Every website user is entitled to the following:

 

The right to access – You have the right to request from Kids & Codes copies of your personal data, this is called a subject access request.

 

The right to rectification – You have the right to request that Kids & Codes correct any information you believe is inaccurate. You also have the right to request that Kids & Codes complete any information you believe is incomplete.

 

The right to erasure – You have the right to request that Kids & Codes erase your personal data under certain conditions.

 

The right to restrict processing – You have the right to request that Kids & Codes restrict the processing of your personal data under certain conditions.

 

The right to object to processing – You have the right to object to Kids & Codes processing your personal data under certain conditions.

 

The right to data portability – You have the right to request that Kids & Codes transfer the data we have collected to another organization, or directly to you, under certain conditions.

 

Whenever we process your personal data based on your consent, you also have the right to withdraw your consent at any time.

 

If you would like to exercise any of these rights, we ask that you send us an e-mail to info@kidsandcodes.com. Your request should be dated and signed and should clearly state and specify which right you wish to exercise. We will notify you as soon as reasonably possible and at the latest one calendar month after having received the request. Please note that whenever you wish to exercise a right, we may ask you to provide proof of identity.

 

8. Data Security

We take appropriate measures to ensure the security of the personal data we collect, store, or share, including encryption, access controls, and regular security reviews.

9. Privacy Policies of Other Websites

The Kids & Codes website contains links to other websites (such as partners). This Privacy Notice applies only to this website so if you click on a link to another website, you should read their privacy policy.

 

Clicking on those links may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their use of your data. We recommend that you read any privacy notices on their websites carefully. In addition, if you linked to the Kids & Codes website from a third-party website, we cannot be responsible for the privacy policies and practices of the owners and operators of that third-party website and recommend that you check the privacy notice of that third-party website.

10. Changes within this Privacy Notice

This Privacy Notice may be updated periodically and without prior notice to you to reflect changes in our personal data practices. Any and all changes to this Privacy Notice will be posted here, and if we make any substantial changes, we will provide additional notice by sending you an e-mail. Any and all changes to this Privacy Notice will take effect upon their publication. Your further use of this website and our services after a change to our Privacy Notice will be subject to the updated Privacy Notice. This Privacy Notice was last updated on 05 June 2023

11. Contacting Kids & Codes

If you have any questions about this Privacy Notice, the processing of your personal data, if you would like to exercise one of your data protection rights, or if you have any complaint regarding the processing of your personal data by Kids & Codes, you can always contact us by the following methods:

 

 

via email:

info@kidasandcodes.co.uk

via post:

7 Rosewood Drive
S60 8BA
Rotherham
United Kingdom

Via telephone:

+44 7427301201

12. Making an Official Complaint

You have the right to lodge a complaint to the Information Commissioner’s Office (ICO) about the way our organization has handled your personal data.


You can contact the ICO helpline on 0303 123 1113 or use the ICO’s live chat service: https://ico.org.uk/global/contact-us/


In most cases, before you complain to ICO you need to have complained directly to us. If you do not understand or accept our response to your complaint, please contact us and we will respond within one calendar month. If you do not receive a response from us within one calendar month, please follow up with us via email (info@kidsandcodes.co.uk). If you have received a response that you do not understand, please contact us via email and we will clarify this.


If you have followed all these steps or have not received a response from us, you can submit your complaint to the ICO.